Purchasing Agent

Overview

Heart Share is a leading non-profit organization dedicated to empowering individuals with intellectual and developmental disabilities, as well as other vulnerable populations, to lead fulfilling lives. Our mission is to provide comprehensive support services tailored to the unique needs of each individual, fostering independence, inclusion, and personal growth.

The Purchasing Agent is responsible for assisting in managing procurement activities to ensure the efficient and cost-effective acquisition of goods and services required by Heart Share Human Services of New York. This includes vendor selection, contract management, and inventory tracking. The Purchasing Agent will report to the Procurement Manager.

• Evaluate and select vendors based on criteria such as quality, cost, and reliability.
• Assist with negotiating contracts and terms to secure the best possible deals.
• Comply and enforce all mandated Procurement Policies and Procedures.

• Duties include research, as well as networking for the discovery of new vendors to bolster approved vendor lists.
• Analyze and/or review negotiated fixed pricing contracts to ensure vendor compliance.
• Assist in developing and maintaining comprehensive records and reports of all purchases, contracts, and inventory.
• Ensure all procurement activities comply with organizational policies and procedures.
• Process all types of Purchase Orders timely and efficiently.
• Create or assist with various types of Requests for Proposals for the purpose of soliciting bid proposals from approved vendors.
• Assist with procuring a wide variety of products and services.
• To assist Procurement Manager to ensure the organization has access to ever evolving list of agency approved vendors to assist in successful programmatic and business operations.
• To search then identify qualified vendors who stock specialized products and/or services.
• Ensure all active approved vendors remain compliant to agency requirements.
• Perform the necessary analytics to ensure most cost-effective pricing for all agency consumables, services, products and specialized items.

• Create and update Excel spreadsheets to track assets and inventory levels.
• Maintain accurate and organized documentation for all procurement activities.
• Maintain comprehensive records of all contracts, including terms, amendments, and renewal dates.
• Ensure all contracts comply with organizational policies and legal requirements.
• Regularly assess vendor performance against contract terms, addressing issues promptly to maintain strong supplier relationships.

• Lead and manage special procurement projects as assigned by the Procurement Manager.
• Collaborate with various departments to understand and meet their purchasing needs.

• Bachelor's degree required.
• Must have strong written, communication and writing skills.
• Proficiency in Excel, and other Microsoft Office suite including Word, SharePoint, Power Apps.

• 3-5 years of experience in purchasing or procurement roles.
• Proficiency in Microsoft Excel and other relevant software applications.
• Strong analytical skills to evaluate vendor proposals and make data-driven decisions.
• Excellent communication, negotiation, and interpersonal abilities.
• Ability to manage multiple tasks and projects simultaneously.
• In-depth understanding of procurement processes and best practices.
• Familiarity with vendor management and contract negotiation.
• Knowledge of compliance requirements related to purchasing activities.
• Proficiency in the use of Web Based Procurement Workflow Systems. Kissflow experience a plus.

At Heart Share we offer a comprehensive benefit package based on full-time/part-time status. You can expect:

• Rewarding Work in a team environment.
• Paid vacation, sick, personal days, and holidays.
• 403(B) retirement plans with employer contribution.
• Health, dental, vision and life insurance.
• Employee Assistance Program (EAP).
• Flexible spending account (Dependent Care, Medical, Parking, and Transit).
• Employee Appreciation Programs and Events.
• Tuition Assistance Program.
• Professional Development opportunities.
• Wellhub Discount
• Verizon Wireless Discount.
• BJs Membership discount.
• Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more

Heart Share is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to Leaves.

Who WE ARE:

For over 150 years, Heartshare has been dedicated to championing and empowering New Yorkers society has too often overlooked and underestimated.

To learn more about Heart Share, please visit our website rtshare.org or Follow us on Twitter Linked In You Tube Instagram Facebook

Heart Share Human Services of New York | Homepage

Heart Share Human Services of New York nurtures and empowers children and adults with intellectual and developmental disabilities.